1. Introduction – Why Accessibility Matters
Imagine you receive an important document—perhaps a job offer, a medical report, or a legal agreement—only to realize you can’t read it properly. Maybe the text is too small, the colors make it hard to see, or your screen reader can’t interpret the content. For millions of people with disabilities, this isn’t just an inconvenience—it’s a barrier to essential information.
PDF accessibility ensures that everyone, including individuals with visual, auditory, motor, and cognitive disabilities, can access and interact with digital documents. This means using clear text, alt text for images, screen reader compatibility, and navigable structures to make PDFs truly inclusive.
The need for accessibility is bigger than you might think: Over 1 billion people worldwide live with some form of disability. Without accessible PDFs, many of them face daily struggles in education, work, and personal life.
In this guide, we’ll explore:
- What makes a PDF accessible?
- Legal requirements and global standards.
- Best practices for creating inclusive PDFs.
- Tools and tips to improve accessibility.
By the end, you’ll know how to make your PDFs readable for everyone—because access to information should never be a privilege.
2. What Makes a PDF Accessible?
An accessible PDF is designed so that everyone—including people with disabilities—can easily read, navigate, and interact with it. This means ensuring text is readable, images have descriptions, and the document structure makes sense for assistive technologies like screen readers. Here’s what makes a PDF truly accessible:
Readable Text
Text should be easy to read, both visually and for assistive technologies. That means:
- No tiny fonts—stick to at least 12-point text for body content.
- Good contrast—light gray text on a white background is hard to read; aim for high contrast.
- Avoid fancy cursive or decorative fonts—they can be difficult to decipher, especially for people with dyslexia or visual impairments.
Searchable Content
Many PDFs contain scanned images of text, making them impossible for screen readers and search functions to recognize. Instead, PDFs should contain actual text, which can be copied, searched, and read aloud by assistive technologies.
Alt Text for Images
Screen readers can’t “see” images, but they can read descriptions called alternative text (alt text). This means every important visual element—charts, graphs, infographics—should include concise, descriptive alt text so users understand what’s being conveyed.
Logical Document Structure
A well-structured document makes navigation easier for all users. This includes:
- Clear headings and subheadings for easy scanning.
- Numbered and bulleted lists to break up content logically.
- Consistent formatting to avoid confusion.
Keyboard Navigation
Not everyone can use a mouse. Accessible PDFs allow users to navigate using only a keyboard or assistive devices. This means ensuring:
- Tab order is logical, so users can move through the document smoothly.
- Interactive elements (like links and forms) are keyboard-friendly.
Tagged PDFs
PDF tags are essential for screen reader compatibility. They define headings, paragraphs, lists, tables, and other elements so assistive technologies can interpret the document correctly. Without tags, a screen reader might read an entire page as one big block of text, making it impossible to follow.
By ensuring these features are in place, you create PDFs that are not just readable, but truly inclusive and accessible for everyone.
3. Who Benefits from Accessible PDFs? (Hint: Everyone!)
Accessible PDFs aren’t just for people with disabilities—they benefit everyone by making documents clearer, easier to read, and more adaptable across different devices and needs. From individuals with visual impairments to everyday mobile users, accessible PDFs improve the reading experience for a wide range of people.
Visually Impaired Users
For individuals with blindness or low vision, screen readers are essential for accessing digital content. However, a PDF must be properly formatted for these tools to work correctly. Tagged PDFs, properly structured headings, and alt text for images ensure that screen readers can interpret and relay the content accurately. Without these elements, a screen reader may read the document as a jumbled mess, making comprehension nearly impossible.
People with Dyslexia
Dyslexia affects reading fluency, making it difficult to process text-heavy documents. Accessible PDFs can help by using dyslexia-friendly fonts, proper line spacing, and high contrast between text and background. Avoiding dense paragraphs, using bullet points, and maintaining a logical reading order can significantly improve readability and comprehension for people with dyslexia.
Non-Native Speakers
People who are reading in a second language often struggle with complex sentence structures and dense formatting. Accessible PDFs that use clear headings, well-structured paragraphs, and simple language make it easier for non-native speakers to follow along. When text is properly formatted, it also integrates better with translation tools, helping users understand the content in their preferred language.
Mobile Users
With more people reading documents on smartphones and tablets, accessibility matters for everyone on the go. A well-structured, text-based PDF adapts to different screen sizes, allowing users to zoom in, adjust text size, or enable voice reading features. On the other hand, poorly formatted PDFs, such as those containing scanned images of text, become nearly unreadable on small screens.
General Users
Even those without specific accessibility needs benefit from well-designed PDFs. Clear formatting, readable fonts, and structured layouts make documents easier to skim, search, and understand. A thoughtfully designed PDF helps users find information quickly, reducing frustration and improving overall usability.
By making PDFs accessible, we’re not just helping a specific group—we’re improving the reading experience for everyone. Whether you rely on assistive technology or simply want an easier way to read documents, accessibility makes PDFs more user-friendly and universally effective.
4. How to Make PDFs More Accessible
Creating an accessible PDF requires more than just converting a document to PDF format. It involves careful planning, proper structuring, and the use of assistive technology-friendly features. From using clear headings to ensuring screen readers can interpret content correctly, here’s how to make PDFs more accessible.
A. Creating an Accessible PDF from Scratch
The best way to ensure a PDF is accessible is to start with a well-structured document before conversion. Many accessibility issues arise when a poorly formatted file is converted into a PDF without consideration for screen readers or keyboard navigation.
Begin with a structured document in Microsoft Word, Google Docs, or Adobe InDesign. These programs offer accessibility tools that make formatting easier. Use clear and consistent headings (H1, H2, H3, etc.) to establish a logical flow. Screen readers rely on headings to navigate through a document, so skipping or misusing them can make it difficult for visually impaired users to follow along.
Avoid excessive use of bold, italics, or underlined text, as these formatting styles can be confusing for screen readers. Instead, rely on headings, bullet points, and proper paragraph spacing to highlight important information. When converting to PDF, choose the “Save as PDF” or “Export to PDF” option instead of printing to PDF—this preserves the document’s accessibility features.
B. Using Tags & Reading Order for Screen Readers
PDF tags are essential for accessibility because they define the document’s structure for screen readers. Tags label elements such as headings, paragraphs, lists, and tables, ensuring that assistive technologies can interpret them correctly. Without proper tagging, a screen reader may read a PDF as one long, unstructured block of text.
To add or edit tags in Adobe Acrobat Pro:
1. Open the PDF and select “Accessibility” > “Autotag Document.”
2. Use the Tags Panel to review and modify tags. Ensure headings, lists, and tables are correctly identified.
3. Run the Reading Order Tool to check if content is read in a logical sequence. Drag and adjust elements as needed.
Reading order is crucial because screen readers follow the assigned sequence. If the order is incorrect, users may hear content out of context, making comprehension difficult. Always verify that text flows from top to bottom and left to right unless the document intentionally follows a different layout.
C. Adding Alt Text to Images
Images, charts, and graphics in PDFs need alternative text (alt text) so that visually impaired users can understand their meaning. Without alt text, screen readers will either skip the image entirely or announce it as an “unlabeled graphic,” leaving users without essential information.
To add alt text in Adobe Acrobat Pro:
1. Select “Accessibility” > “Set Alternate Text.”
2. Click on each image and enter a brief but descriptive explanation.
A well-written alt text should clearly describe the content of the image without unnecessary details.
Examples:
✅ Good Alt Text: “A bar chart comparing monthly sales from January to June, showing a peak in April.”
❌ Bad Alt Text: “Graph showing data” (too vague).
For complex visuals, such as infographics, consider providing a long description within the document or linking to an accessible text-based version.
D. Making Hyperlinks & Tables Accessible
Hyperlinks should be clear and descriptive, helping users understand where the link leads without relying on surrounding text. Avoid generic terms like “Click Here” or “Read More.” Instead, use meaningful phrases that describe the destination.
Examples:
✅ Good Link: “Learn more about accessible PDFs on the official Adobe website.”
❌ Bad Link: “Click here for more information.”
Tables in PDFs can be particularly challenging for screen readers if not structured properly. To make them accessible:
Use simple, well-organized tables with clear column and row headings.
Avoid merged or split cells, as screen readers struggle to interpret them correctly.
Ensure that tables are tagged correctly so assistive technologies recognize them as structured data, not just visual elements.
E. Ensuring Keyboard Navigation Works
Some users rely entirely on keyboard navigation instead of a mouse. An accessible PDF should allow users to tab through elements, including text, links, and form fields, in a logical order.
To test keyboard navigation:
1. Open the PDF and press the Tab key to move through elements.
2. Ensure focus moves in a predictable sequence without skipping important sections.
3. Check that all links and form fields can be activated using only the keyboard.
If navigation issues arise, adjust the reading order and tab sequence in Adobe Acrobat to create a smoother experience.
By following these steps, you can create PDFs that are usable for everyone, including individuals with disabilities. Whether you’re designing reports, contracts, or educational materials, accessibility should always be a priority—because information should be inclusive and barrier-free for all.
5. Testing Your PDF for Accessibility
Ensuring that your PDF is truly accessible requires thorough testing. Even if you’ve followed best practices, it’s essential to verify that screen readers and assistive technologies can properly interpret the document. Here’s how you can test your PDF’s accessibility using both automated tools and manual methods.
Using Adobe Acrobat’s Accessibility Checker
Adobe Acrobat Pro provides a built-in Accessibility Checker that quickly identifies accessibility issues and suggests fixes. Follow these steps to use it:
1. Open your PDF in Adobe Acrobat Pro.
2. Go to “Tools” > “Accessibility” > “Full Check”.
3. In the Accessibility Checker Options window, select all the available options and click “Start Checking”.
4. A report panel will appear, highlighting issues such as missing alt text, improper tagging, or reading order problems.
5. Click on each issue for suggestions on how to fix it.
Common issues flagged by the checker include unlabeled images, incorrect heading structure, and form fields without labels. While this tool is helpful, it’s important to remember that it doesn’t catch everything—manual testing is still necessary.
- Free Online Tools for Accessibility Testing
If you don’t have access to Adobe Acrobat Pro, several free tools can help assess your PDF’s accessibility:
- PAC 3 (PDF Accessibility Checker) – A desktop tool that provides a detailed report on tagging, reading order, and structural elements.
- WAVE (Web Accessibility Evaluation Tool) – Originally designed for web pages, but can analyze PDFs opened in a browser.
- PDF Accessibility Checker by axes4 – A cloud-based tool that scans PDFs for compliance with accessibility standards.
These tools highlight common accessibility issues and suggest improvements, making them valuable alternatives to Adobe’s built-in checker.
- Manual Testing with Screen Readers
Automated tools can catch many errors, but manual testing ensures that users relying on assistive technology can navigate your PDF smoothly. Test your document with:
- NVDA (NonVisual Desktop Access) – A free screen reader for Windows.
- VoiceOver – Built into macOS and iOS devices, allowing you to test PDFs on Apple products.
- JAWS (Job Access With Speech) – A popular screen reader, though it requires a paid license.
To test manually:
1. Open your PDF and activate a screen reader.
2. Navigate through the document using the Tab key and arrow keys.
3. Listen to how the screen reader interprets headings, lists, tables, and links.
4. Check if images are properly described using alt text.
5. Ensure that the reading order makes sense—content should flow logically from start to finish.
- Common Errors and How to Fix Them
Some frequent accessibility issues include:
❌ Missing or incorrect alt text → Add descriptions in Adobe Acrobat’s accessibility tools.
❌ Scanned text instead of actual text → Use OCR (Optical Character Recognition) to convert images into searchable text.
❌ Improper heading structure → Reformat headings using H1, H2, H3 tags for a logical reading order.
❌ Unreadable tables → Ensure tables have clear headers and avoid merged cells.
❌ Keyboard navigation issues → Fix reading order so users can navigate smoothly with the Tab key.
By combining automated tools and manual testing, you can ensure that your PDF is accessible to everyone, regardless of their abilities.
6. Real-Life Examples: Why Accessibility Matters
Making PDFs accessible isn’t just about following regulations—it has a real impact on people’s lives and businesses. These case studies highlight how accessibility improvements have led to positive outcomes in different industries.
Case Study 1: A Company Avoided a Lawsuit by Making Its PDFs ADA-Compliant
A large financial institution faced legal action when a visually impaired client filed a complaint under the Americans with Disabilities Act (ADA). The company’s PDFs—containing critical account statements—were unreadable by screen readers. Customers relying on assistive technology couldn’t access their own financial information, leading to frustration and potential discrimination claims.
To avoid costly penalties and reputational damage, the company overhauled its document system. They implemented tagged PDFs, alt text for images, and proper reading order, ensuring that their financial statements were accessible to all customers. Not only did this resolve legal concerns, but it also improved customer satisfaction and loyalty.
Case Study 2: How an Educator Improved Learning Materials for Students with Disabilities
A university professor noticed that some students struggled with course materials—especially those with dyslexia, low vision, or motor impairments. The problem? PDFs filled with small text, complex layouts, and unsearchable scanned documents.
By redesigning materials with clear fonts, proper headings, and accessible tables, the professor made lectures easier to follow. Adding alt text to charts and diagrams also allowed students using screen readers to understand visual content. These changes led to higher engagement, better comprehension, and a more inclusive learning environment for all students.
Case Study 3: A Business Increased Engagement by Making Documents More Readable
A marketing agency noticed that their PDF reports and proposals weren’t engaging clients as expected. After analyzing feedback, they discovered that poor readability and difficult navigation were major pain points—especially for mobile users and those with cognitive disabilities.
The company revamped their PDFs by using larger fonts, better contrast, and clear headings. They also ensured that documents were fully searchable and keyboard-navigable. As a result, engagement with their materials increased, leading to more client interactions and higher conversion rates.
These examples prove that accessible PDFs aren’t just about compliance—they improve user experience, prevent legal risks, and create more opportunities for businesses and educators alike.
7. FAQs About PDF Accessibility
Accessibility can seem complex, but understanding the basics makes it easier to implement. Here are answers to some frequently asked questions about making PDFs inclusive.
What is the WCAG standard, and do PDFs need to follow it?
WCAG (Web Content Accessibility Guidelines) is an international standard for digital accessibility. While originally designed for websites, it also applies to PDFs. WCAG recommends making PDFs readable, navigable, and usable for people with disabilities. Many countries require organizations to meet these standards under laws like the ADA, Section 508 (U.S.), and the EU Accessibility Act.
How do I check if my PDF is readable for screen readers?
The best way to check is by using Adobe Acrobat’s Accessibility Checker or free tools like PAC 3. You can also test your PDF manually with screen readers like NVDA (Windows), VoiceOver (Mac/iOS), or JAWS. If content is being skipped or read out of order, the document likely needs tags and reading order adjustments.
Can I fix accessibility issues in an already-made PDF?
Yes! Adobe Acrobat and other tools allow you to add tags, alt text, and adjust reading order after a PDF is created. However, it’s always best to start with an accessible source document (like a Word or Google Docs file) before converting it to PDF.
Do accessible PDFs work better on mobile devices?
Yes! PDFs that use responsive text, proper headings, and clear navigation are easier to read on mobile screens. Users can zoom in, adjust contrast, and navigate without issues—improving accessibility for everyone, not just those with disabilities.
How long does it take to make a PDF accessible?
For simple documents, it can take just a few minutes—especially if you start with good formatting. More complex documents (with tables, forms, and lots of images) might take longer, especially if they require manual tagging and testing. Investing in accessibility upfront saves time and effort in the long run.
8. Conclusion – Start Making Inclusive PDFs Today!
PDF accessibility is not just about compliance—it’s about creating documents that everyone can use and understand. Whether you’re a business, educator, or content creator, small changes can make a big difference.
By following best practices like using readable fonts, adding alt text, structuring documents with headings, and ensuring keyboard navigation, you can make your PDFs more inclusive. Accessibility benefits visually impaired users, people with learning disabilities, mobile users, and even your everyday audience by improving clarity and usability.
Ready to take action? Start with small improvements—check your existing PDFs, fix basic accessibility issues, and use tools like Zacedo’s accessibility checker to make the process easier.
Because accessibility isn’t just a trend—it’s the future of digital documents. Let’s make PDFs better for everyone, starting today!